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2021-05-11 City Council - Full PSPP Agenda-28621 o Agenda Edmonds City Council %NNING, PUBLIC SAFETY AND PERSONNEL COMMITTEE VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 MAY 11, 2021, 5:00 PM DUE TO THE CORONAVIRUS, MEETINGS ARE HELD VIRTUALLY USING THE ZOOM MEETING PLATFORM. TO VIEW OR LISTEN TO THE COMMITTEE MEETING IN ITS ENTIRETY, PASTE THE FOLLOWING INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM. US/J/95798484261 OR JOIN BY DIAL -UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. CALL TO ORDER COMMITTEE BUSINESS 1. PC Support Technician Job Description Update (5 min) 2. Reorg of Clerk's Office to Administrative Services -Job Description Changes (20 min) ADJOURN Edmonds City Council Agenda May 11, 2021 Page 1 2.1 City Council Agenda Item Meeting Date: 05/11/2021 PC Support Technician Job Description Update Staff Lead: Brian Tuley Department: Information Services Preparer: Scott Passey Background/History N/A Staff Recommendation Review and approve updated job description and title at a future council meeting. Narrative N/A Attachments: PC_Support_Technician_ Systems_S u p po rt_Te c h n i c i a n_d ra ftV 1 Packet Pg. 2 2.1.a City of EDMONDS Washington PC Support Technician Department: Information Technology Pay Grade: NE 9 Bargaining Unit: SEIU FLSA Status: Non -Exempt Revised Date: January 2014 Reports To: Information Systems Supervisor POSITION PURPOSE: Under general direction of Information Services Supervisor, responsible for installation, maintenance, and support services related to the City's information services infrastructure, including: software applications, systems software and voice systems communication equipment. Installs, configures, administers and provides support for applications as well as basic level user support, technical assistance and training in the use of the computer systems, equipment and software; diagnoses problems and determines appropriate action. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by ah employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. Provides first line computer problem solving and technical support for the use of City-wide information system programs by providing customer service, technical assistance, and training to City staff on PC hardware, operating systems, and software. Install and/or upgrades systems and application software. Tasks include: troubleshooting and correcting hardware and software problems, installation and/or movement of: PC's and peripheral equipment, standard software and operating systems (including PCs, printers, LAN and network equipment). • Tracks calls for assistance and performs testing and evaluations on server, storage and PC hardware and software applications. • Troubleshooting problems with workstations, applications and desktop computer systems and peripheral devices; makes needed repairs and adjustments. • Performs configuration and imaging of systems; administers, configures changes and performs upgrades to applications and operating systems. • Installs and/or upgrades systems and application software; serves as internal helpdesk for users. • Installs and administers client & server applications and trains users and provides customer service, technical assistance and training to the City Staff on the PC hardware, operating systems and application software. • Coordinates and provides individual and small group training on new and existing software applications. • Assists individuals with core application needs such as: office productivity applications (Word, EXCEL, PowerPoint), GIS data & maps, databases, the internet, website maintenance, graphics, file recovery, telephones and related uses. • Troubleshoots and corrects hardware and software problems including: printers, modems, servers, PC's, standard software, operating systems, LAN and network equipment. Part Time IT Assistant Packet Pg. 3 2.1.a JOB DESCRIPTION PC Support Technician • Works with other IT staff to solve problems in advance and installs or moves PC's and peripheral equipment. • Performs or assists in periodic system maintenance including: backup, security, disc space management and monitoring LAN performance. • Operates computer and office equipment as well as various audio/visual equipment for presentations and performs routine maintenance on City GIS data and websites; assists staff with design and changes to maps and on website operations. • Provides support to the Department on matters as directed; also may serve as staff on a variety of committees. • Attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment and incorporates new developments as assigned. • Performs other duties as assigned. Required Knowledge of: • Must know PC operating systems, Windows and basic Linux. • PC diagnostic software and virus checking software. • Microsoft Office software applications: Outlook, Word, EXCEL and PowerPoint. • ESRI GIS. • Working knowledge of databases. • Scripting languages • Must be comfortable with PC hardware, tablets, smartphones, printers, scanners, peripherals, telephones and A/V equipment. • Familiarity with Open Source concepts preferred. • Providing technical support to users. • Networking fundamentals such as: IP addressing, Ethernet, Fiber connections, switches and routers Required Skill in: • Must have the ability to analyze problems, identify and provide clear solutions and communicate technical information to a wide variety of persons. • Meeting schedules and timelines by planning and organizing work; prioritizing tasks and using time effectively. • Working both independently and in a team setting. • Interpersonal skills using tact, patience and courtesy so as to establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. • Excellent oral and written communication skills to communicate effectively. • Mechanical skills related to maintenance and setup of computers, networks, storage, telephony and A/V equipment. MINIMUM QUALIFICATIONS: Education and Experience: Degree in Information Technology, Computer Science or related field and two years of experience that includes work with database concepts, application programming, systems design, networking, PC troubleshooting, user support and Microsoft Office applications; OR an equivalent combination of education, training and experience. PC Support Technician Janijary Packet Pg. 4 2.1.a JOB DESCRIPTION PC Support Technician Required Licenses or Certifications: • Valid Washington State driver's license. Must have a clean driving record; any offer of employment conditional subject to proof of a current, clean driving record in compliance with the City's insurance guidelines. • Must be able to pass a background check. WORKING CONDITIONS: • Indoor work environment. • Constant interruptions. • Driving a vehicle to conduct work. • This position works a regular schedule; however incumbents may be required to work some holiday, evening and/or weekend hours to respond to emergencies and/or to implement specific projects. Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information and make presentations in person or on the phone. • Seeing to read a variety of materials. • Dexterity of hands and fingers to operate a computer keyboard and various tools. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, reaching overhead, above the shoulders and horizontally, stooping, kneeling, crouching, crawling, or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting PC's, monitors and associated equipment during the installation or maintenance of such equipment up to 50 pounds. Hazards: • Contact with angry and/or dissatisfied customers. • Exposure to computer glare and long periods of exposure to computer monitors. • Exposure to heavy dust in some work areas. • Occasional exposure to toxic or caustic chemicals, i.e. copier toner. Incumbent Signature: Date: PC Support Technician Janijary Packet Pg. 5 2.1.a JOB DESCRIPTION PC Support Technician Department Head: Date: .r Q PC Support Technician J Packet Pg. 6 City of EDMONDS Washington SYSTEMS SUPPORT TECHNICIAN Department: Information Technology Pay Grade: NE 12 Bargaining Unit: AFSCME FLSA Status: Non -Exempt Revised Date: March 2021 Reports To: Information Services Manager POSITION PURPOSE: Under general direction of Information Services Manager, responsible for installation, maintenance, and support services related to the City's information services infrastructure, including; software applications, systems software and voice systems communication equipment. Installs, configures, administers and provides support for applications as well as basic level user support, technical assistance and training in the use of the computer systems, equipment and software; diagnoses problems and determines appropriate action. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by alp employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. Provides first line computer problem solving and technical support for the use of City-wide information system programs by providing customer service, technical assistance, and training to City staff on PC hardware, operating systems, and software. Install and/or upgrades systems, servers, and application software including operating system. Tasks include: troubleshooting and correcting hardware and software problems, installation and/or movement of: PC's and peripheral equipment, standard software and operating systems (including PCs, printers, LAN and network equipment), install image management. • Tracks calls for assistance and performs testing and evaluations on server, storage and PC hardware and software applications. • Troubleshooting problems with workstations, applications and desktop computer systems and peripheral devices; makes needed repairs, adjustments and replacements. • Performs configuration and imaging of systems; administers, configures changes and performs upgrades to applications and operating systems. • Install and configure new systems and upgrades of hardware and software; serves as internal helpdesk for users. • Ensures latest OS and application patches are tested and deployed • Installs and administers client & server applications and trains users and provides customer service, technical assistance and training to the City Staff on the PC hardware, operating systems and application software. • Administers Active Directory groups, users and polices to ensure efficient and secure network object utilization • Assists individuals with core application needs such as: office productivity applications (Word, EXCEL, PowerPoint, etc), GIS data & maps, databases, the internet, website maintenance, graphics, file recovery, telephones and related uses. Part Time IT Assistant Packet Pg. 7 JOB DESCRIPTION Systems Support Technician • Troubleshoots and corrects hardware and software problems including: printers, modems, servers, PC's, standard software, operating systems, LAN and network equipment. • Works with other IT staff to solve problems in advance and installs or moves PC's and peripheral equipment. • Performs or assists in periodic system maintenance including: backup, security, disc space management, and system patch management • Operates computer and office equipment as well as various audio/visual equipment for presentations and performs routine maintenance on City GIS data and websites; assists staff with design and changes to maps and on website operations. • Provides support to the Department on matters as directed; also may serve as staff on a variety of committees. • Attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment and incorporates new developments as assigned. • Performs other duties as assigned. Required Knowledge of: • Must know Windows workstation and server operating systems. • PC diagnostic software and virus checking software. • Microsoft Office software applications: Outlook, Word, EXCEL and PowerPoint. • Operating System package deployment tools • Scripting languages • Must be comfortable with PC hardware, tablets, smartphones, printers, scanners, peripherals, telephones and A/V equipment. • Active Directory and group policy management. • Providing technical support to users. • Networking fundamentals such as: IP addressing, Ethernet, Fiber connections, switches and routers Required Skill in: • Must have the ability to analyze problems, identify and provide clear solutions and communicate technical information to a wide variety of persons. • Meeting schedules and timelines by planning and organizing work; prioritizing tasks and using time effectively. • Working both independently and in a team setting. • Interpersonal skills using tact, patience and courtesy so as to establish and maintain effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. • Excellent oral and written communication skills to communicate effectively. • Mechanical skills related to maintenance and setup of computers, networks, storage, telephony and A/V equipment. MINIMUM QUALIFICATIONS: Education and Experience: Degree in Information Technology, Computer Science or related field and two years of experience that includes work with database concepts, application programming, systems design, networking, PC troubleshooting, user support and Microsoft Office applications; OR an equivalent combination of education, training and experience. PC Support Technician Janijary Packet Pg. 8 JOB DESCRIPTION Systems Support Technician Required Licenses or Certifications: • Valid Washington State driver's license. Must have a clean driving record; any offer of employment conditional subject to proof of a current, clean driving record in compliance with the City's insurance guidelines. • Must be able to pass a background check. WORKING CONDITIONS: • Indoor work environment. • Constant interruptions. • Driving a vehicle to conduct work. • This position works a nonstandard work week. Hours and days are subject to determination at time of hire. Incumbents will be required to work some holiday, evening and/or weekend hours to respond to emergencies and/or to implement specific projects. Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information and make presentations in person or on the phone. • Seeing to read a variety of materials. • Dexterity of hands and fingers to operate a computer keyboard and various tools. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, reaching overhead, above the shoulders and horizontally, stooping, kneeling, crouching, crawling, or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting PC's, monitors and associated equipment during the installation or maintenance of such equipment up to 50 pounds. Hazards: • Contact with angry and/or dissatisfied customers. • Exposure to computer glare and long periods of exposure to computer monitors. • Exposure to heavy dust in some work areas. • Occasional exposure to toxic or caustic chemicals, i.e. copier toner. Incumbent Signature: Department Head: Date: Date: PC Support Technician January Packet Pg. 9 2.2 City Council Agenda Item Meeting Date: 05/11/2021 Reorg of Clerk's Office to Administrative Services - Job Description Changes Staff Lead: Jessica Neill Hoyson Department: Human Resources Preparer: Jessica Neill Neill Hoyson Background/History The Administration has determined that combining the Administrative Services Department (formerly Finance Department) will leverage the similarity in work between the departments, provide better synchronization of services, and achieve maximum value for the City. Staff Recommendation Forward the attached job descriptions to full Council for approval Narrative Consolidating the administrative functions of these two departments will allow for enhanced coordination, planning and communication in areas including records management, technology improvements, purchasing, budgeting, and personnel functions. Additionally, common problem solving would help coordinate the departments' capabilities to address residents needs. With the influx of state monies being received by the City, this reorg will allow for more employees to assist in supporting this work and in turn result in less employee burnout. Additionally, this will provide more opportunities for employees to learn new skills. The job description changes presented address three things, cleanup of the job descriptions that were outdated, overlap of work and how the job would fit into the Administrative Services Department, and any general cleanup to address reporting structure. There are two compensation changes noted. One is for the position of Public Records Officer and the other is for the position of Administrative Assistant. It should be noted that both of these pay changes were outstanding issues with the Union which would needed to have been addressed even had the reorganization not occurred. The Administrative Services Director job description is presented for approval as the new oversight of the function of the Clerk and Records needed to be noted, along with the department name change. The Deputy Director Administrative Services is also presented as the position needed general cleanup, department name change, and noting that this position would have direct line supervision of the Records function. There is a pay change to this position to align the compensation with the Deputy Director of Parks and Recreation. An org chart showing how the new department will be organized is attached along with a summary of the position changes and the economic impacts. A budget amendment for 2021 will not be needed. Packet Pg. 10 2.2 Attachments: Administrative Assistant - Administrative Services (For Council) City Clerk(For Council) Deputy City Clerk(For Council) Public Records Off icer(For Council) Administrative Services Director(For Council) Deputy Director Administrative Services(For Council) Administrative Services Org Chart (002) Title and Compensation Changes Packet Pg. 11 2.2.a City of EDMONDS Washington BUSINESS LICENSE ADMINISTRATIVE ASSISTANT — ADMINISTRATIVE SERVICES Department: SityCier�Administrative Services Pay Grade: NE-79 Bargaining Unit: AFSCME Council 2 FLSA Status: Non Exempt Revised Date: October 20 17`'May 2021 Reports To: City SlefkDeputy Director, Administrative Services POSITION PURPOSE: Under administrative direction, performs a variety of office and accounting assistant support for the Gity rlerk'- nffipe processes and issues various business licenses; processes special event application ; enters payroll data for the City Glerk'-Administrative Services staff and all personnel related data into system for City departments; maintains key inventory for all City Hall staff —,-assists with public records requests as needed and nepie- and o mhle- CO RGil panket- o eerier!• p vide- daily relief at the fre.,+ for li innh brook- snhed f ledvacation and other support as needed; and prepares and n line- vFred reports accord nn to established timeline -processes department invoices for payment. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • In conjunction with the State Business License Service, pProcesses new business license applications; works with all reviewing departments to obtain approvals and follows up with applicant when required and issues the license upon approval. • Maintains the database of the licenses and provides reports as scheduled/requested. • Processes renewals and follows up on delinquent licenses and specialty licenses with reminder letters, processes special event applications; routes the applications to appropriate departments for approval and sends follow up letters to the applicant with the department's requirements, comments or approval. • Enters payroll data for the city Glerk'- -+a# and prints associated reports, processes personnel related data and enters into system for all City staff including new employees, seasonal and full time staff. • Processes the department invoices for payment. • Maintains key log/inventory to track keys issued to City Hall employees; coordinates with employees who are resigning or retiring from the City, as well as new employees, to obtain/distribute keys as well as obtain appropriate signatures. • Provides relief and coverage at the front counter for lunch, breaks, scheduled vacation, and other support as needed. • Processes purchase orders for business cards ordered by City Departments; prepares and provides various required reports according to established timelines. Bys'Ress "^ ^''le dministrative Assistant Qdo Packet Pg. 12 2.2.a JOB DESCRIPTION Business LocenseCterI—AA- Administrative Services • Maintains Administrative Services Department records retention schedule, tracks, document creation and storage, including boxing of materials, archival storage according to appropriate retention schedule, retrieval and destruction of records that have exceeded their retention reauirements. • Assists with receipt and processing of public records requests as needed. • Assists supervisor and Accounting Specialists as needed. Required Knowledge, Skills, and Abilities: • Functions, activities and responsibilities of the City Clerk's Ofr,ceAdministrative Services department. • U.S. PA-StaAl 2-8-P.4mr-38 PFOG8sses and PrOGedures inGluding operation of postage MaGhine and types o postage. • City departments and their functions and services. • Methods, procedures and terminology used in clerical and accounting assistant work. • Basic accounting practices, procedures and terminology and record -keeping techniques. • Interpersonal skills using tact, patience and courtesy. • Telephone techniques and etiquette. • Modern office practices, procedures and equipment. • Record -keeping techniques and knowledge of Washington State Records Retention Schedules and requirements. • Effective oral and written communication principles and practices, including customer service. • Basic report preparation. • Modern office procedures, methods, and equipment including; computers, computer applications and assigned software. • English usage, spelling, grammar, and punctuation. • Principles of business letter writing. • Performing various accounting assistant and office/clerical support activities as assigned. • Operating a computer to enter various data and generating reports. • Maintaining records and preparing basic reports. • Meeting schedules and time lines. • Making arithmetic computations with speed and accuracy. • Monitoring funds in the postage machine and requesting same when neerlerJ • Maintaining basic accounting and other logs, records and reports. • Meeting schedules and legal time lines. • Utilizing personal computer software programs and other relevant software affecting assigned work. • Establishing and maintaining effective working relationships with others. • Communicating effectively verbally and in writing, including providing excellent customer service. • Ability to safelv work in office or from home as -needed. and remain flexible to workina in office or home due to public health -related situations MINIMUM QUALIFICATIONS: Education and Experience: High School Diploma/GED Certificate and two years of experience in bookkeeping or accounting support or responsible administrative office or clerical support experience that includes heavy customer service experience; R„^ ^^^^' iGense G'^•.,Administrative Assistant 9EtO Packet Pg. 13 2.2.a JOB DESCRIPTION Business Locense Clerk AA- Administrative Services OR an equivalent combination of education, training and experience that allows the incumbent to successfully perform the essential functions of the position. Required Licenses or Certifications: May be requ'Fed to ebtaiR a ReGGrds Management GeFtifiGatien withiR a speGified peried ef time after hire. Public records experience and/or certification preferred. Driver's License required if driving a City vehicle. Must be able to successfully complete and pass a background check. WORKING CONDITIONS: Environment: • Office environment • Constant interruptions Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person or on the phone • Reading and understanding a variety of materials • Operating a computer keyboard or other office equipment. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting up to 420 lbs. Hazards: • Contact with dissatisfied or abusive individual angry or dissatisfied customers. R e G1e.kAdministrative Assistant 9eief3 Packet Pg. 14 2.2.a JOB DESCRIPTION Business LocenseCterI—AA- Administrative Services Incumbent Signature: Department Head: Date: Date: R"^m^p^^G-lerk dministrative Assistant BCtO Packet Pg. 15 2.2.b City of EDMONDS Washington CITY CLERK Department: City- GleFkAdministrative Services Pay Grade: NR-14 Bargaining Unit: Non Represented FLSA Status: Exempt Revised Date: November '^"^ '^ May 2021 Reports To: MayerAdministrative Services Director POSITION PURPOSE: Under administrative direction, plans, organizes, controls and directs the City Clerk's Office -operations; interprets legal requirements and independently establishes procedures and priorities; at the direction of the City Council President, administers the scheduling and coordination of City Council weekly agendas and public meeting notifications; serves as the Git.; s Rpnords Off,^^r and maintains official City records; administers business licensing functions, ^rdinances and resolutions; ensures codification of ordinances and supervises and evaluates the performance of assigned personnel. ESSENTIAL FUNTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Plans, directs, coordinates and reviews the work of assigned staff; assigns work activities, coordinates schedules, projects and programs; provides constructive feedback, reviews and evaluates work and makes effective suggestions and recommendations. Supervises, coaches, trains and motivates staff, noo-rdinates- andior providing staff training. • Prioritizes projects and measures the performance of the department and all related stg clerk operations and takes appropriate corrective action when necessary. • Provides advice and counsel to staff, develops developmental work plans for -staff and implements :ndlor recommends corrective actions, discipline and termination procedures to the Administrative Services Director as appropriate/necessary. •Develops, administeFs, maiRtaiRs and oversees the budget ORGludiRg the aRRual budqet; Mmakes recommendations and forecasts for future funds needed for staffing, equipment, materials and supplies. • Recommends efficiencies to keep costs within established financial guidelines and approves "^^,t Clerk's Officefunction expenditures and implements adjustments. !;L-P.xL-q ns the City's ReGGFd6 OffiGeF; GGardiRates responses to requests for public records including a4 Prioritizes requests and meets legal t'n.el'n • Administers maintenance of official City records and official seal, recording, indexing, filing and safe keeping and preservation of public records including: public meeting minutes and4ape recordings, ordinances, resolutions, contracts, agreements, public hearing files and other recorded documents. • Maintains electronic content management (ECM) database and4R e., for tracking and research purposes. • Administers the scheduling and coordination of City Council weekly agenda, coordinating activities with Mayor, Council President, department heads and managers. City Clerk November 2012 Packet Pg. 16 2.2.b JOB DESCRIPTION City Clerk • Ensures notification of public meetings and hearings meet all legal guidelines; assembles and prepares the weekly meeting packets of agenda memos obtaining all approvals as needed and attends Council meetings including confidential executive sessions. • Oversees the set-up of the meeting room; receives documents to be distributed to Council including exhibits and correspondence; responds to questions as needed; assures speakers follow established time lines; supervises the preparation of meeting minutes and reviewing them for accuracy and distributes approved minutes. • DeGigRated by ResalutieR to Rfeceives Claims for Damages and legal actions against the City. Cnordnatps i ith City Attorney and Washington Cities Insurance Authority (WCIA); logs and maintains - related to claims and agenda memos as appropriate; serves as "alternate" contact for working with WGIA nn All r'sk management issues. Adm'n'stwq busdm­; lmnpnsin us parking permits and SpeGial event permits and • Responds to research requests from staff and public; researches City Council action through minutes, ordinances, resolutions, contracts and property purchases. • Certifies records on behalf of the City and attests to the Mayor's signature on documents. • Performs notary services for City -related matters. • Coordinates and administers the codification of ordinances and distributes supplements city-wide. • Coordinates elections with the Snohomish County Auditor's Office to place propositions or measures on the ballot. • Administers the Oath of Office for various officials. • Coordinates the bid openings for all departments and receives bids; attends bid openings; announces bid amounts and maintains all associated records. • Assures compliance and accountability with federal, state, and local regulations, policies and procedures. • Develops action plans and metrics analyzing operational results and assuring the effective allocation and utilization of resources. • Seryec; as staff an a iety of beaF.d.. Geirnirnissions and n mittees • Prepares and presents staff reports and other necessary correspondence. • Attends and participates in professional group meetings maintaining awareness of new trends and developments in the fields related to area of assignment. •_Incorporates new developments as appropriate and ensures processes, policies and practices are interpreted and applied consistently and effectively. due to pub"s he Required Knowledge of: • Functions, activities and responsibilities of the City Clerk's Office. • Federal, state and local laws and regulations regarding public records, public meetings, legal notices and other assigned functions. • Parliamentary procedures. • Structure and operation of state, county and municipal governments. • City organization, operations, policies and objectives. • Interpersonal skills using tact, patience and courtesy. • Records management systems, techniques and technology. • Structure, organization and inter -relationships of city departments, agencies and related governmental agencies and offices affecting assigned functions. City Clerk Nevambw 42May 2021 Packet Pg. 17 2.2.b JOB DESCRIPTION City Clerk • Effective oral and written communication principles and practices to include public relations and public speaking. • Program/project management techniques and principles. • Research methods and report preparation and presentation. • Modern office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases. • English usage, spelling, grammar and punctuation. • Principles of business letter writing. • Principles and practices of governmental budget preparation and administration. •—Supervisory and training principles, methods and techniques. hil:f.. to ggfely ..rL i nfri..e or frr.m hnrne A ..pdprl nd r n fl....i hl.. f... r.rL{.... i r.ff:......r hnrn,- rL.r, f Remote/virtual meeting technology Required Skill in: • Planning, organizing, controlling and directing City Clerk's office operations. • Interpreting legal requirements and independently establishing procedures and priorities. • Maintaining official City records. • Administering the scheduling and coordinating of City Council weekly agendas. Administer'nn bus ness I:n....oin.. fURGfi..nc • Administering ordinances and resolutions. • Maintaining confidentiality of politically sensitive materials and information. • Understanding, interpreting and codifying City ordinances. • Researching, analyzing, interpreting, organizing and reporting on data. • Meeting schedules and legal time lines. • Developing and administering program goals and objectives; implementing initiatives and recommendations in support of department and City goals. • Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets. • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve and explain them. • Maintaining confidentiality and communicating with tact and diplomacy. • Applying program/project management techniques and principles. • Directing the maintenance of a variety of records and preparing comprehensive narratives and statistical reports. • Developing and monitoring departmental and program/project operating budgets, costs and schedules. • Communicating effectively verbally and in writing, including public relations and public speaking. • Supervising, leading, coaching and using best management practices to improve staff performance; delegating tasks and workload assignments. MINIMUM QUALIFICATIONS: Education and Experience: City Clerk NevembeF 04-2Mav 2021 Formatted: Indent: Left: 0.5", No bullets or numb Formatted: Indent: Left: 0.25", Bulleted + Level: I Aligned at: 0" + Tab after: 0" + Indent at: 0.25" Packet Pg. 18 2.2.b JOB DESCRIPTION City Clerk Bachelor's Degree in Business Administration, Public Administration or related field and sk—five years of experience managing or supervising services typically provided by the City Clerk such as records management, City Council and Mayoral support, elections, end business Iinansing s peirt that inGl,,.deS three two years of staff supervisory preferred ; OR an equivalent combination of education, training and experience that will allow the incumbent to successfully perform the essential functions of the position. - Required Licenses or Certifications: VAlm d Ctat....t \NAShinrvt..n rl.i..eF'o I Notary Public License . Certification as a Certified Municipal Clerk (CIVIC). Driver's License Required if driving City vehicles. Must be able to successfully complete and pass a background check. WORKING CONDITIONS: Environment: • Office environment • Constant interruptions Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person or on the phone. • Reading and understanding a variety of materials. • Operating a computer keyboard or other office equipment. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting up to 420 lbs. Hazards: • Contact with angry and/or dissatisfied customers. City Clerk 2Mav 2021 Packet Pg. 19 2.2.b JOB DESCRIPTION City Clerk Incumbent Signature: Date: Department Head: Date: City Clerk 2Mav 2021 Q Packet Pg. 20 2.2.c City of EDMONDS Washington Deputy City Clerk Administrative Services —City Department: Clerk'sOffice Pay Grade: NE-11 Bargaining Unit: AFSCME Council 2 FLSA Status: Non -Exempt Revised Date: ORm/201 May 20221 Reports To: City Clerk POSITION PURPOSE: Under administrative direction, performs various administrative duties in support of the City Clerk; works with detailed, complex and sensitive materials and exercises independent judgment, diplomacy and human relations skills in accomplishing work; FRa'tainTuses and maintains the city's electronic content management (ECM) system to manage various official records,_ 6 iblic records publi^ hearinq nnt,Ges and ether C Ymanages the records archiving program in coordination with the State Archives. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Performs various administrative duties in support of the City Clerk. • Works with detailed, complex and sensitive materials and exercises independent judgment, diplomacy and human relations skills in accomplishing work. • Maintains City rlerk's Offir.enages the lifecycle of city records utilizing electronic content management (ECM) systems offir.i-al recur,-& according to established procedures and State law; oversees City archives fociudli-ties,_ and Aarranges for storage and destruction of city records. • Assist as needed in nrnres Sinn . -blin r r, rrls 'requests. • Provides for review of records or conies to the public. • Provides information to elected officials and City staff as requested within scope of knowledge or authority or refers to appropriate person or agency. Records documents with Snohomish County as needed and maintains associated files. • Assist as needed in PFE)GeSSousSpeGof lir.enses • Performs notary services on documents related to citywide business. • Prepares and processes official public hearing notices, publications and postings in accordance with state laws and procedures and updates City website as needed. • Prepares and submits agenda memos as needed and copies finalized City Council packets and distributes appropriately. • Prepares City Council chambers for meetings. • Prepares and PFE)GeSS8S Claims fer Damages and aSSE)Gmated legal GeFFeSpelldeRG8. • Serves as City Clerk in their absence_. and serves s baGk6in f9F GleriGal staff in varieus f„n,.ti ns as needed. Deputy City Clerk Last Reviewed- 02,20,20211 Last Re-H Packet Pg. 21 2.2.c 2 of 5 JOB DESCRIPTION Deputy City Clerk Required Knowledge of: • Functions, activities and responsibilities of the City Clerk' O#iGe • State and local laws and regulations regarding public records, —records retention schedules, public meetings, legal notices, licenses and other assigned functions. • City Council policies and procedures regarding records retention, preparation of minutes and assembly of packets. • Records management systems, and technology, including electronic content management (ECM) systems.- • Record -keeping and archiving techniques. • City organization, operations, policies and objectives. • Interpersonal skills using tact, patience and courtesy. • Structure, organization and inter -relationships of city departments, agencies, and related governmental agencies and offices affecting assigned functions. • Effective oral and written communication principles and practices to include public relations and public speaking. • Research methods and report preparation and presentation. • Modern office procedures, methods, and equipment including computers, computer applications such as word processing, spreadsheets, and statistical databases. • English usage, spelling, grammar, and punctuation. • Principles of business letter writing. • Remote/virtual meeting technology Required Skill in: • Performing various administrative duties in support of the City Clerk. • Working with detailed, complex and sensitive materials and exercise independent judgment, diplomacy and human relations skills. • Monitoring processes and issuing various special licenses for the City. • Performing the duties of the City Clerk in the absence of the City Clerk. • Maintaining official City records. • Maintaining confidentiality of politically sensitive materials and information. • Preparing and maintaining a variety of reports and files related to assigned activities. • Meeting schedules and legal time lines. • Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets. • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them. • Maintaining confidentiality and communicating with tact and diplomacy. • Communicating effectively verbally and in writing, including public relations and public speaking MINIMUM QUALIFICATIONS: Deputy City Clerk Last Reviewed- 02,20,20211 Last Re-H Packet Pg. 22 2.2.c 3 of 5 JOB DESCRIPTION Deputy City Clerk Education and Experience: Associates Degree in Business Administration, Office Management or related field and fsu�three years of increasingly responsible office technical or clerical experience that involves heavy customer service and work with records management, Council/Mayoral or other executive level support; preferably within a public agency; OR an equivalent combination of education, training and experience that will allow the incumbent to successfully perform the essential functions of the position. Deputy City Clerk Last Reviewed- 02,20,2020 Last o,,.,i- Packet Pg. 23 2.2.c 4 of 5 JOB DESCRIPTION Deputy City Clerk MINIMUM QUALIFICATIONS (continued) Required Licenses or Certifications: May be required to obtain Certified Municipal Clerk designation within a specified period of time after hire May be required to obtain a Records Management Certification within a specified period of time after hire Driver's License required if driving City vehicles Must be able to successfully complete and pass a background check. Environment: • Office environment • Constant interruptions Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person or on the phone • Reading and understanding a variety of materials • Operating a computer keyboard or other office equipment. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting up to 420 lbs. Hazards: • Contact with angry or dissatisfied customers. Incumbent Signature: Date: Deputy City Clerk I Packet Pg. 24 1 2.2.c 5 of 5 JOB DESCRIPTION Deputy City Clerk Department Head: Date: Deputy City Clerk I Packet Pg. 25 1 2.2.d City of EDMONDS Washington Department: City Administrative Services Pay Grade: NE-9�t11 Bargaining Unit: AFSCME FLSA Status: non-exempt Revised Date: November 2012May 2021 Reports To: City GlerkDeputv Director Administrative Services POSITION PURPOSE: Under administrative direction, analyzes, processes and responds to public records reauests: receives and reviews reauests. communicates with reauestors for clarification when needed. and collaborates with Departments to coordinate a timely and appropriate City-wide response: works with the City Attorney to evaluate exemptions, make appropriate redactions and to maintain exemption logs and statistics to substantiate compliance with the Public Records Act requirements, the Model Rules, and City policy: contributes to the development and implementation of records related policies and best practices. eve rsees and ^^^rd'Rates G09rdiRates FeSPORSeS W requests and eR66IFeS pred6iGtiOR of requested FeGOrds aFe Gensistent with established ESSENTIAL FUNTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Coordinates timely and appropriate responses to public disclosure requests. • Maintains an information tracking log, documentation, and statistics to substantiate compliance with Public Records Act requirements, the Model Rules, and internal City policy. • Administers the public disclosure software used for on-line requests and tracking. • Provides guidance on public records compliance and advises City employees regarding the requirements of the Public Records Act and City practice when maintaining and releasing records. • Communicates with reauestors to ensure timely and full assistance on public disclosure requests. Clarifies and prioritizes elements of the request, estimates reasonable timeframes for response, and memorializes these communications in writing. • Provides preliminary research on the location of responsive records, and collaborates with departments on production of records responsive to requests. Establishes timeframes for responses. Coordinates assembly of multi -departmental responses. • Reviews collected records to ensure they are responsive, complete and in accordance with the request submitted to the City. • Conducts research and analysis to determine if collected records are exempt from production and coordinates with the City Attorney for review of records determined to be exempt. Redacts exempt information before releasing records. • Develops and maintains a variety of performance measures documenting volumes and complexity of requests and work effort required to comply with State law, policies and procedures. • Assists the City Attorney in establishing and maintaining legal holds and collects records in response to litigation and discovery requests. Public Disde-s ro & ooG rds nn.,,,.,,,o, ent Spe-malistRecords Analyst — Fullest -Time Navembr 2012januap,�-�MaV 2021 Packet Pg. 26 2.2.d JOB DESCRIPTION Public Disclosure & Records "anagement Specialist --Records Officer • Provides routine updates on the status of reauests and performance measures. Reports on public disclosure operations and documentation during State audits. Oversees and � coordinates the pi blip .disclos1 Ire fi ructions for the City f Inrk'c llffinn � C Serves as peint of r_-.A_.ntar_-.t fer all publiG FeGerds requests and ensures timely and appre riate F8SPGRRPR t U �s. O • Coordinates the prod, ir-tien of rer-ords and information assedated with publiG FeGE)rds req ests. r sZ • Oversees on -site viewing of records or provides copies of requested records to fulfill requests; maintains records of all public records requests and responses to such requests. o anrt relater+ (`ifii pnlinies 0 Trains City staff en publiG reGE)rds requirements, reteRtOGR SGhedules and preper maiRtenanGe apd to N . •Geerd'Rates te D'V'SiGR deGUlmented, efforts ensure all PG"Gies and pFeGedures are adequately updated fGF 'Rternal for baGkup fer City Glerk and available use and publiG review as requested and serves as ether clerical s+off as eerded a+ tin Required Knowledge of: E • Knowledge of records management and public disclosure laws, regulations, and policies. Q • Knowledge of the techniques needed to develop and deliver an internal records guidance program. 0 • Skill in gathering records, organizing the information and providing timely responses. w • Skill in communicating both orally and in writing. 0 do • Ability to work in a complex records and information environment involving application and interpretation of L rules, regulations and policies. U • Ability to analyze large volumes of complex information under strict legal deadlines. o • Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling T sensitive documents. a°, • Ability to conduct file and document searches in electronic and paper document filing systems. • Ability to work with technical staff to access records in electronic file formats from various storage systems. _ • Ability to communicate with customers and to form relationships. c o • Ability to document information regarding research, practices and resources. U L • Ability to handle multiple and competing deadlines and priorities, organize and manage workload, and make L° decision necessary to respond to information requests in an expeditious manner. L:,, Ability to work cooperatively and respectfully with the public and staff. PunEtiens, astiVi; es—and respensihilities of the City Clerk's Office O to • Ability to safely work in office or from home as -needed, and remain flexible to working in office or home due to public health -related situations. U dv ' n rrd'nonces 2 — oT • Decor.ds management theories and practices 3 information d • clod iment research practices and resources. r yj � Decorrds technology. � • management systems techniques yes and E I7eco..'d_keening t8Ghniq • yes V lC • Gity organiza+inn o ratio Policies anrd ghingtiVes , • lnterner pal skills using tact patience and coi irtesyi Q Public n0,;A'g, pro Q RereFds nn.,,,.,gerneRt Spec; Records Analyst — Ra#Full-Time Ma y 2021 Packet Pg. 27 2.2.d JOB DESCRIPTION Public DosElosure & Records "anagement Spec+alist--Records Officer Required Skill in: MINIMUM QUALIFICATIONS: Bachelor's degree or equivalent in records/information management library science, business or related field. Three (3) years of progressively responsible clerical experience, including one (1) year of records management experience in a public -sector environment. Any combination of relevant education and experience that would demonstrate knowled^e, sk'11 and abmi't„ o enable the incumbent to successfully perform the essential duties and responsobol'toes 'sted abovefunctions of the position. traiRing and e Required Licensinges Gr-and Certifications: Public Records Officer Certification or the ability to obtain within one (1) year. Paralegal Certification is preferred. #+re Driver's license required if driving City vehicles. Must be able to successfully complete pass a background check. WORKING CONDITIONS: Environment: Office environment Constant interruptions a� d rn m :r L Q 0 :.i W O N L U O L 0 m c 0 U L O LL L V O U) LO U a� a c a� E c� Q Public n,s..le-sure Q Rererds nn.,RagerneRt Spec; Records Analyst — RaftFull-Time 2-lawiaryMay 2021 Packet Pg. 28 2.2.d JOB DESCRIPTION Public Disclosure Records "anagernent Specia1ist—Records Officer Physical Abilities: • Hearing, speaking or otherwise communicating to exchange information in person or on the phone • Reading and understanding a variety of materials. • Operate a computer keyboard or other office equipment. • Sitting, standing or otherwise remaining in a stationary position for extended periods of time. • Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. • Lifting/carrying or otherwise moving or transporting up to 420 lbs. Hazards: • Contact with angry and/or dissatisfied customers. Public Disdeswre Q Rererds nn.,,,.,gerneRt Spec; Records Analyst — RaftFull-Time 20122-lapja;yMay 2021 Packet Pg. 29 2.2.d JOB DESCRIPTION Public Disclosure & Records Management Specia1ist—Records Officer Incumbent Signature: Department Head: Date: Date: Public DiSdeswe & ReGOrds nn. ,,,°rune+ Spe,.�Records Analyst — Pa#Full-Time OGteber Ma 2021 Packet Pg. 30 2.2.e City of EDMONDS Washington CIAIAAICR ADMINISTRATIVE SERVICES DIRECTOR Department: €iaap,%Administrative Pay Grade: NR-20 Services Bargaining Unit: Non: -Represented FLSA Status: Exempt Revised Date: Neve^^•'^"'^•'^"'May 2021 Reports To: Mayor POSITION PURPOSE: Under administrative direction, directs and administers the planning, organizing, controlling and directing the operations and activities of the C ranee Administrative Services Department including: purchasing, investments, risk management/claims administration, revenue forecasting and budgeting, auditing, debt and collection of past due accounts; information technology functions and GIS; City Clerk and City Records Officer functions and business license functions. Ssupervises and manages staff and evaluates work of assigned personnel. Serves as the City's Chief Financial Officer and Treasurer. Directors are responsible for the operations of the departments and may delegate signing authority except as limited by the provisions of Edmonds City Code or state or federal law. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Directs Department operations to maintain effective and efficient programs; ensures compliance and accountability with Federal, State, and local regulations, policies and procedures. • Plans, directs, coordinates, monitors and reviews the work of assigned staff ensuring that services and work products meet quality and safety standards; assigns work activities and coordinates schedules, projects and programs. • Supervises, coaches, trains and motivates staff; coordinates and/or provides staff training. • Provides constructive feedback to staff, reviews and evaluates work and makes effective suggestions and recommendations. • Directs the Department employment and hiring process and employee relations. • Manages the workflow and prioritization of projects and measures the performance of the department and all related staff and takes appropriate corrective action when necessary. • Develops, administers, maintains, and oversees the budget including: the annual or bi-annual budget, outside funding, revenues, and assists with the development of the Capital Improvement Program and Capital Facilities Program. • Makes recommendations and forecasts for future funds needed for staffing, equipment, materials and supplies; recommends efficiencies to keep costs within established financial guidelines; approves Departmental expenditures and implements adjustments. • Provides advice and coaching to staff; and develops work plans for staff. • Implements and / or recommends corrective actions, discipline and termination procedures as appropriate / necessary. • Develops action plans and metrics analyzing operational results and assuring the effective allocation and utilization of resources. • Serves as staff on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence. Formatted: Justified, Indent: Hanging: 0.25" Formatted: Indent: Hanging: 0.25- Formatted: Justified O LL G r Q Packet Pg. 31 2.2.e €inane --Administrative Services Director 2021 November 2 May N N aI C R t ci C O r O_ L u (n O rn d u it N N d r R L E a O d :i 0 N Y L d U 4- 0 L O N� LPL C O U L O U- L O V N L_ 6 U) V it d > L Y N .S E a E m m a Packet Pg. 32 2.2.e JOB DESCRIPTION Finance Administrative Services Director • Attends and participates in professional group meetings maintaining awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate and ensures processes, policies and practices are interpreted and applied consistently and effectively. • Oversees the preparation and maintenance of a variety of reports, records, and files related to assigned activities; prepare and maintain records and reports related to budgets, plans progress, personnel and related activities. • Recommends efficiencies to keep costs within established financial guidelines and approves department expenditures and implements adjustments. • Assures the adequacy and soundness of the City's financial structure; reviews and approves purchases for all aspects of a municipal Finance Department which also includes. payroll, accounts payable and accounts receivable. • Administers liability, property, auto and fidelity insurance coverage and programs including the claims process. • Serves as insurance risk manager and claims administrator and protects the City against losses and bad investments. • Provides technical expertise, information and assistance and prepares and maintains a variety of narratives and statistical routine and non -routine reports for the Mayor and Council regarding assigned functions. • Conducts financial analysis and assists as needed in the formation and development of fiscal and other financial related policies, procedures, and programs. • Assures technically sound, secure and efficiently functioning voice and data systems on a City-wide basis. •—Supervises the Chief Information Services Manager and oversees the Information Servicesieshaelegy Division department and provides strategic direction for the depaptmeRfy Formatted: Font: Symbol • Supervises the City Clerk position and oversees the City Clerk's Office and provides strategic direction for the Office. • Assures secure and efficiently functioning network and computer applications. Formatted: Indent: Hanging: 0.25" • Provides advice, guidance and direction to carry out major plans, projects and procedures consistent with established policies, ordinances and laws. • Communicates with other Directors, city staff, Council and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information. • At the direction of the Mayor, work with Council to provide thorough information, analysis, pros/cons, consequences, options and recommendations for Council on specific topics. • Ensures processes, policies and practices are interpreted and applied consistently and effectively. • At the direction of the Mayor, work with Council to provide thorough information, analysis, pros/cons, consequences, options and recommendations for Council to make informed decisions. • Fulfills roles and responsibilities on the € G-Emergency Operations Center team as assigned by the Mayor. • Performs related duties as assigned by Mayor. Required Knowledge of: • Supervisory and training principles, best management practices methods and techniques. • Principles and practices of governmental budget preparation and administration, including best practices. • Accounting theory, principles, and practices; Generally Accepted Accounting Principles (rand Government Finance Officers Association (GFOA) principles; and audit standards. • Principles and practices of public administration and public finance administration. • Best .. ordinoo for the administration Af QFQ.A and (_n AD Cash management principles and standards. Accounting software and automated financial systems. • External and management reporting requirements and report preparation. €inane -Administrative Services Novernber ,=March 2021 r Formatted. Justified, Indent: Hanging: 0.25" Formatted: Justified Formatted: Justified, Indent: Hanging: 0.25" Formatted. Justified Formatted: Justified, Indent: Hanging: 0.25" t� Formatted: Indent: Left: 0" Packet Pg. 33 2.2.e JOB DESCRIPTION Finance -Administrative Services Director • Structure, organization and interrelationships of city departments, agencies and related governmental agencies and offices affecting assigned functions. • Federal, State and local laws, rules and regulations related to assigned activities and programs relevant to assigned functions. • Effective oral and written communication principles and practices to include public relations and public speaking. • Program/project management techniques and principles. • Research methods and report preparation and presentation. • Modern office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases. • English usage, spelling, grammar and punctuation. • Principles of business letter writing. • Advanced principles and practices of governmental budget preparation and administration. • Contract negotiation and administration. Administrative program/project management techniques and principles. Required Skill in: • Planning, organizing, controlling and directing the activities and operations of the Finance Department. • Interpreting various financial/fiscal reports, bank statements, journal entries and ledgers sufficient to prepare reports, resolve issues/problems or explain entries. • Preparing and analyzing comprehensive financial and statistical data and numerical computations and comprehensive reports. • Creating, developing and presenting future plans to improve the operations of the City. • Interpreting and applying federal, state and local policies, laws and regulations. • Administering program goals and objectives; implementing initiatives and recommendations in support of department and City goals. • Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets. • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve and explain them. • Maintaining confidentiality and communicating with tact and diplomacy. • Applying program/project management techniques and principles. • Developing and monitoring departmental and program/project operating budgets, costs and schedules. • Communicating effectively verbally and in writing, including public relations and public speaking. • Supervising, leading and delegating tasks and workload assignments. MINIMUM QUALIFICATIONS: Education and Experience: Bachelor's Degree in Accounting, Finance, Business Administration or related field and seven years of professional level experience in governmental accounting operations, programs, and services that includes four years of staff supervisory, budgetary and management responsibility for a department or major division within a department; OR an equivalent combination of education, training and experience that will allow the incumbent to successfully perform the essential functions of the position. Master's Degree in any of the noted fields is pPreferred. Finance —Administrative Services ,=March 2021 Formatted: Indent: Left: 0" C Cim r Q Packet Pg. 34 2.2.e JOB DESCRIPTION F, .na„can^� Administrative Services Director Required Licenses or Certifications: k(Mod Rtatp of \A/ashiRgt0n DFiyer's I i.. Certified Public Accountant (CPA) license preferred. Drivers' license required if driving City vehicles. Must be able to successfully complete and pass a background check. WORKING CONDITIONS: Environment: • Office environment. • Constant interruptions. Physical Abilities • Hearing, speaking or otherwise communicating to exchange information in person or on the phone. • Operating a computer keyboard or other office equipment. • Reading and understanding a variety of materials. • Sitting or otherwise remaining stationary for extended periods of time. • Bending at the waist, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. Hazards: • Contact with angry and/or dissatisfied customers. Incumbent Signature: Date: Department Head: Date: Finance -Administrative ServicesMarch 2021 Formatted: Indent: Left: 0" C Cim r Q Packet Pg. 35 2.2.f City of EDMONDS Washington Assist -writ F;..Wri .e n:.-e torDeputy Director Administrative Services Department: EinanseAdministrative Services Salary Range NR4617 Bargaining Unit: Non Represented FLSA Status: Exempt Revised Date: Aprfl-May 20212046 Reports To: F4na ee Administrative Services Director POSITION PURPOSE: Under the direction of the F naaGe Administrative Services Director, oversees €inane Department goals, policies, procedures, and objectives that guide the daily activities. Supervises, manages and evaluates work of assigned personnel. Manages and oversees financial reporting, payroll, accounts payable, accounts receivable, utility billing functions, fixed and capital assets, general ledger maintenance, and the automated financial system, and public disclosure requests. --Work duties include applying financial knowledge to liaise with vendors on requirements of financial systems; oversees compliance of City's financial accounting practices and analyzes financial data to ensure successful audits by the State Auditor's Office and other government agencies. Acts in the capacity as Administrative Services ^^^Director in the Director's absence. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position -specific duties. • Directs activities of assigned staff to ensure accurate and timely accounting and reporting of City's finances; assigns and evaluates work, monitors progress, revises procedures and work approaches to improve effectiveness. • Evaluates the performance of assigned staff; provides constructive feedback to staff,, plans, coordinates and arranges for appropriate training of assigned staff; coaches and motivates staff;, participates in the recruitment and selection of Department assounting-staff; and makes recommendations to the Department Director regarding transfers, reassignments, terminations and disciplinary actions. • Responsible for the preparation of the Annual Financial Report ir�in accordance with Generally Accepted Accounting Principles (GAAP) prescribed by the Governmental Accounting Standards Board (GASB) and in accordance with the State Budget, Accounting, and Reporting System (BARS). • Responsible for auditing and balancing all City financial transactions including journal entries, accounts payable, accounts receivable, payroll, utility billings and other ^^ urating processes and ensures that data is documented properly and processed timely. • Manages the audit process and serves as primary contact to the State Auditor's Office and other auditing agencies. Schedules State Auditor en site work, acts as liaison and coordinates interaction with other City staff for audit purposes, assigns and establishes deadlines for contributions from staff, and provides financial information required by the State Auditor's Office. • Develops, improves, implements, and enforces accounting policies and procedures in compliance with laws, Aadopted City policies, codes and overall departmental goals and objectives. • Oversees the payroll function; reviews payroll activity for accuracy; reviews payroll policies and union contracts and ensures compliance. • Provides confidential research reports and analysis for the City's labor negotiating team Assistant .'^^^^^ Deputy Administrative Services Director A;01raMarch 2021 Packet Pg. 36 2.2.f • Rresolves discrepancies and authorizes corrective action; reviews monthly, quarterly and annual payroll related reports. • Oversees the accounts payable and purchasing functions; reviews departmental purchasing practices for compliance with adopted policies and procedures; audits purchase requests for selection of correct account coding; approves invoices and ^ FGhase orders; audits rGhase efdef" vendor accounts for compliance with adopted policies and procedures; and, instructs other department employees on correct purchasing procedures. • Participates in the development of the annual budget, budgetary procedures, salary and benefit cost estimates, and detailed review of the preliminary and final budget documents and prepares assigned portions of the annual budget; • ends and manages the A,.ea rating n, paFt.. ent budget. • Assists in providing recommendations and forecasts for future funds needed for staffing, equipment, materials and supplies; recommends efficiencies to keep costs within established financial guidelines; approves Departmental expenditUFes and implements adjustments- • Coordinates grant reporting and preparation of year end grant schedules. • Oversees the utility billing function; reviews adjustment and waiver requests; ensures timely billing of utility accounts; assists with customer inquiries as needed and ensures high quality customer service by utility staff. • Assists with the administration of the City's liability, property, auto and fidelity insurance programs including the claims process. • Assists with development, administration, and maintenance of the Capital Improvement Program and Capital Facilities Program. • Communicates with other Directors, city staff, City Council and outside organizations to coordinate activities and programs, resolve issues and conflicts, and exchange information. •_Oversees the City's treasury functions including timely completion of monthly bank reconciliations; maintains compliance with city investment policy and manages the City's banking relationships. • Oversees the Public Records Officer and has final authority on the City's handling and responses to public records requests. • Analyzes, reviews and prepares a variety of complex financial reports and reports related to specific functions; draws conclusions and makes appropriate recommendations to Department Director. • Assists in the preparation of financial studies and reports including without limitation cost analysis, trend analysis, financial forecasts, budget comparisons and monthly and quarterly reports. • Oversees the Business Improvement District billings; and collections and assists with customer inquiries as needed; and ensures high quality customer service by staff. • Prepares, reviews, submits and presents a variety of financial reports to the Mayor, City Council, local, state and federal regulatory agencies and government offices. • Serves as staff as assigned on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence as directed. • May perform other duties as assigned. Required Knowledge of: • Operational characteristics, services and activities of local government Finance, City Clerk, Information Services and Public Disclosure services,^^ aGGE)u^ding affiee including busi^ ^'i^ UMFY principles and practices related to work assigned. • Generally Accepted Accounting Principles ir�; the Governmental Accounting Standard Board (GASH; State of Washington Budgeting, Accounting and Reporting sSystem(BARS); Governmental Accounting, Auditing and Financial Reporting (GA�and related federal, state and local laws and codes. • Preparation of cost estimates for salaries and benefits for annual budgeting purposes. • Preparation of financial statements and comprehensive accounting reports including the GACFR and the City Budget budgeting PF9GedUF8S. • Grant recording and reporting for eampliance with BARS • Computer hardware and automated accounting/financial systems. • Techniques in data verification and data entry and proper coding of documents. • Analysis of complex financial statements, reports and systems. • Proper principles and practices of preparing, entering and posting journal entries. • Performing a variety of professional accounting duties including financial analyseis and forecasts. • Principles of excellent customer service and public relations. .Ass6sta��ant°'^^^^^ Deputy Director Administrative Se vices Dreetor May 2021 Formatted: Indent: Left: 0.25", No bullets or num Packet Pg. 37 2.2.f Research methods and report preparation and presentation • Record -keeping and report writing techniques. • Effective oral and written communication ^ '^'^^ and ^ ^ and -public speaking. • Modern office procedures, methods and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases. • English usage, spelling, grammar and punctuation. • Principles of business IetteFwriting. Required Skill & Abilities in: • Administering assigned financial and accounting programs. • Meeting deadlines, working with multiple projects and overseeing, verifying, and validating the work of others, including those in other departments. • Operating automated accounting systems and general office equipment. • Identifying and reporting discrepancies. • Analyzing and interpreting fiscal and accounting reports. • Preparing informative and statistical reports. • Computing rapid and accurate mathematical computations. • Gathering data and verifying information. • Responding to inquiries from customers, regulatory agencies, audit firms or members of the City Council and local business community. • Interpreting and applying federal, state and local policies, laws and regulations. • Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets. • Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups, the City Council, and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve and explain them. • Maintaining confidentiality and communicating with tact and diplomacy. • Communicating effectively verbally and in writing, including public relations. • Supervisory and training principles, methods and techniques. • Perceiving when non -routine activities are required and offers to help without needing to be asked. • Making efforts to modify workload to assist with an emergenting problem, assignment or project whenever feasible. • Having a willingne,.;,; tn wnrk nw-rfim if needed to aehieve division goals and as a- therizerl by DepaFtMent ^'�*^rMay work an irregular schedule (morning, afternoon and evening hours). Attendance at evening City Council meetings will be required periodically. MINIMUM QUALIFICATIONS: Education and Experience: Bachelor's Degree in Accounting, Finance, Business Administration or related field and #euFfive years of progressively responsible professional accounting experience, including experience with general ledgers and journal entries, financial reports, recordkeeping and budget preparation in a medium to large scale finance or accounting department. 1n- add ition minimum of three —,five years of staff supervisory responsibility must be included in the five years of experience; preferably in government/public sector accounting; OR an equivalent combination of education, training and experience that will allow the incumbent to successfully perform the essential functions of the position. Assmstant'^^^^^ Deputy Director Administrative Services D rester A6Ma v 2021 Packet Pg. 38 2.2.f Required Licenses or Certifications: CPA license preferred. Drivers' License required if using City vehicles. Must be able to successfully complete and pass a background check including a credit check. WORKING CONDITIONS: Environment: • Office environment. • Constant interruptions. Physical Abilities • Hearing, speaking or otherwise communicating to exchange information in person or on the phone. Operating a computer keyboard or other office equipment. • Reading and understanding a variety of materials. • Sitting or otherwise remaining stationary for extended periods of time. • Bending at the waist, reaching above shoulders and horizontally or otherwise positioning oneself to accomplish tasks. Hazards • Contact with dissatisfied or upset individuals. InGurAlbent Signature: Department Director#ead: Ass6st.�.�,a.,Fm,a.°'^^^O'^^^^^ Deputy Director Administrative ServicesDireeter A6Ma v 2021 Date: Date: Packet Pg. 39 2.2.g m a� Co m r L S E a O d :i N Y L d U w- O L O N� Lf� N O O R t U L O N N V d U) N > Cu L r N E CD E a a Packet Pg. 40 2.2.h 5% New Salary Benefit Current Title New Title Current Range Current Step Pay Increase New Range Step Pay Increase Increase Total City Clerk NA Non Rep 14 NA NA NA Deputy City Clerk NA AFSCME 11 NA NA NA Senior Office Specialist NA AFSCME 6 NA NA NA Business Licensing Clerk Administrative Assistant AFSCME 7 4 $4,941 $5,188 AFSCME 9 3 $5,255 $1,884 $603 $2,487 PD & RM Specialist Public Records Officer AFSCME 9 5 $5,797 $6,087 AFSCME 11 4 $6,205 $2,448 $783 $3,231 Total $5,718 Packet Pg. 41